Event Coordinator

Job Title: Event Coordinator Department: Sales

Supervisor: Director of Sales/General Manager

Purpose of Position: The Event Coordinator ensures the success of events and convention groups by serving as the liaison between the hotel operating departments and the client. Through efficient management of the conference requirements, participates in capturing revenue through sales of food, beverage, room rental and auxiliary services; while ensuring labor savings measures are followed. Coordinates and communicates all aspects of the conference planning, menu selling and all other detail aspects. This position has a schedule based on the demand of group business and will include evening and weekend shifts.

Essential Functions:

Events

1. Work with contracted banquet and meeting clients to coordinate all aspects of the event.

2. Communicate with client to determine requests and needs.

3. Prepare all Banquet Event orders (BEO).

4. Coordinate with management, sales, maintenance, and staff.

5. Participate in weekly BEO meetings.

6. Coordinate staffing for conference room for cleaning, setup, and takedown.

7. Order, pickup, and return rental items and linens for events.

8. Setup tables, chairs, etc. in conference room with staff assistance.

9. Coordinate and communicate with vendors (flowers, band, DJ, cake, decorations, etc.).

10. Assist banquet staff during events.

11. Maintain communications with client.

12. Coordinate with maintenance control of audio visual equipment, lighting, room temperature, sound levels.

13. Assure that the conference room is left in the proper condition after all events.

14. Coordinate with the client for final payment.

15. Prepare event cost calculation/estimation sheet.

16. Monitor timely collection of deposits per contract.

17. Calculate and enter into system all event charges.

18. Present final bill and collect from client.

19. Maintain inventory of banquet equipment, including glassware, silverware, serving tools,

centerpieces, etc.

Sales Support

1. Respond to routine information requests as directed by Director of Sales.

2. Assist in preparation of room block proposals (room availability and rates).

3. Assist with tours and sales calls as needed.

4. Assist with marketing as needed.

Group Room Block Administration

1. Monitor room block pickup and cutoff dates on a weekly basis.

2. Enter rooming lists for groups in PMS system; communicate with tour operator regarding

changes

3. Ensure that routing and comments are correct for groups.

4. Prepare group resume. Assist with preparation of vouchers, menus, information needed for

arrival packets.

Database Maintenance

1. Maintain and update spreadsheet databases (corporate accounts, sales targets, etc.).

2. Enter collected email addresses into database.

3. Assist with promotional mailings and e-blasts.

4. Basic office software.

House Events

1. Assist in planning and execution of events hosted by the hotel on property.

Abilities

1. Lifting, pushing, pulling and carrying tables, chairs, boxes (50 lb. maximum) occasionally.

2. Bending/kneeling required for taping down cords, skirting tables, picking up floor after

function occasionally.

3. Mobility-ability to service clients on a moment notice, variable distances.

4. Continuous standing required for function observations, client site inspections (one hour

minimum to four hours maximum).

5. Climbing stairs of approximately 55 steps 3-5% of 10 hours daily.

Knowledge/Skills

1. Requires a working knowledge of banquets/catering food and beverage services, policies or

operations.

2. Requires compiling facts and figures in accordance with established procedures.

3. Ability to effectively communicate to clients, guests and across all departments.

4. Excellent hearing necessary for verbal interaction with guests and associates.

5. Excellent speech communications skills required for verbal interaction with guests and

associates.

6. Excellent literacy necessary to read BEO’s, process gratuities and payroll, etc.

Experience or Training Required

Some experience required in event coordination or hotel sales.

License or Certification Required

None